Office Manager / Executive Assistant

Office Manager / Executive Administrative Assistant

Achtenhagen Services, Inc. – Muskego, WI

Position Summary

Achtenhagen Services, Inc. is seeking an office manager / executive assistant who is assertive, detail oriented and operationally focused. The ideal candidate is analytical, disciplined, highly driven, and possesses the patience necessary to manage daily operations efficiently and effectively.

Key Responsibilities

Executive Partnership & Strategic Support

• Serve as a gatekeeper and liaison on behalf of the President
• Manage priorities and schedules
• Assist with strategic planning initiatives and operational improvements
• Anticipate needs and proactively solve problems before they arise
• Participate in leadership meetings and track action items

Operational Oversight & Accountability

• Support oversight of project timelines, contracts, and key accounts
• Monitor bid activity, proposal status, and revenue tracking
• Help implement and refine internal systems and workflows
• Ensure follow-through on leadership directives across departments
• Coordinate communication between office staff and field operations

Client & Relationship Management

• Represent the President professionally with clients, vendors, and partners
• Support high-value client communication and retention efforts
• Assist with contract renewals and major account coordination

Administrative & Office Operations

• Manage daily office operations and workflow
• Answer phones and respond to customer inquiries
• Prepare proposals, contracts, and service agreements
• Maintain customer and vendor records
• Order office supplies

Scheduling & Field Support

• Communicate schedule changes due to weather conditions
• Support production managers with job tracking and documentation
• Process work orders and service tickets

Customer Service

• Handle service concerns and resolve issues professionally
• Maintain positive relationships with clients and vendors
• Support seasonal contract renewals and upselling efforts

Qualifications

• 3+ years office management experience (construction or landscaping preferred)
• Strong organizational and multitasking skills
• Experience with scheduling software and accounting systems

· Exceptional organizational and communication skills

• Advanced proficiency in Microsoft Office (especially Excel)
• Ability to work in a fast-paced, seasonal environment with professionalism, confidence, and initiative

Preferred Experience

• Knowledge of landscaping operations (mowing, grading, snow removal, hardscapes)
• Understanding of seasonal workload fluctuations

Key Competencies / Ideal Candidate Traits

• Operational Oversight: Ability to manage daily operations, monitor workflows, and ensure tasks and projects are completed efficiently and on schedule.
• Accountability & Follow-Through: Takes ownership of responsibilities and ensures commitments are carried out to completion.
• Attention to Detail: Maintains a high level of accuracy in documentation, scheduling, communication, and project coordination.
• Analytical Thinking: Evaluates information, identifies issues, and implements practical solutions to improve processes and results.
• Results-Driven Mindset: Motivated to meet goals, improve performance, and deliver measurable outcomes.
• Organization & Prioritization: Effectively manages multiple tasks, deadlines, and competing priorities in a fast-paced environment.
• Process & Efficiency Focus: Identifies opportunities to streamline operations and improve workflow systems.
• Professional Judgment: Exercises sound decision-making while handling confidential or sensitive information.
• Patience & Persistence: Maintains composure and focus when resolving problems or managing complex tasks.
• Leadership Support: Provides high-level administrative and operational support while helping leadership stay organized and focused on strategic priorities.

Work Environment

• Office-based position with frequent communication with field staff
• Fast-paced during peak landscaping and snow seasons
• Occasional extended hours during seasonal demand

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Work Location: In person